How do I configure my gymnastics insurance provider and import member insurance details?

For a quick guided tour of this feature, select the 'Take a look' button to get started.

Tip: To view it in full size, click the full screen icon in the top-right corner

Select your gymnastics insurance provider

Go to Home > Settings > Organisation > Gymnastics insurance
Select your provider from the dropdown
- British Gymnastics (BG) and Independent Gymnastics Association are currently supported

Click 'Save Provider'

Importing your insurance data

Once you've selected your insurance provider, the next step is to import your insurance data into LoveAdmin.

First, export your member insurance data from your provider. For British Gymnastics, this is the Club Members report in JustGo. You'll find the report by navigating to Club Reports > Members > Club Members. You do not need to edit the file before uploading.

Uploading your file

Go to Home > Settings > Organisation > Gymnastics insurance
Select Import insurance data
Choose your file and upload it

LoveAdmin will then compare the information in your file with the contacts already in your CRM. Records are matched using:

First name
Last name
Date of birth
Postcode

You will see your imported members grouped into three categories:

Fully matched
Partially matched
Not matched

Tip: Good data helps improve matching.

If you notice a high number of partial or unmatched records, it may help to review your contact data. Clean and consistent details make imports more accurate and reduce manual matching.

Learn more: How to keep your data tidy in LoveAdmin

Viewing and managing insurance data

Once imported, each person’s Gymnastics membership ID and Expiry date will appear in key areas across the system. These fields help you check whether a gymnast has active insurance and take action if anything is missing or expired.

Contact Record

To view and manage an individual's insurance details, follow these steps:

Click on a contacts name to open their contact record
Expand the 'BG/IGA Membership details' tab on the right
If required, click on the details to edit and save

If insurance has expired or is missing, an alert banner will appear:

Tip: Scroll to the bottom of the article for more information on managing your renewal reminder notifications

Contacts page

To view and export all of your contacts insurance data in one place, you can follow these steps:

Go to Home > Contacts
Select 'Manage Columns' at the top-right
Add in the BG Member Number and BG Expiry Date columns
Click the Export button if required

Tip: You can use the BG Member Number and BG Expiry Date column headers to quickly sort your data, for example by expiry date.

Timetable

For a quick view of gymnasts in the class who are uninsured or have expired insurance, follow these steps:

Navigate to Home > Timetable
Select a session

Quick View:

In the Quick view, insurance information is shown using a small icon beside each gymnast’s name.

If you see an alert icon, you can click the gymnast’s name to open their contact record and update their details or send a renewal reminder:

Advanced View:

The Advanced view provides more detailed visibility and filtering. Use the insurance filter to show:

Gymnasts with active insurance
Gymnasts with expired insurance
Gymnasts with no insurance recorded

Expired insurance reminder notifications

Expired insurance reminders can be sent manually from a gymnast’s contact record, or you can set up automated notifications. By default, the automated notification will trigger as soon as a gymnast’s insurance expires. You can also configure it to send follow‑up reminders every x number of days after the expiry date.

Managing the email template

Go to Home > Settings > Communication > Email templates
Search for the ‘on expired insurance membership’ template in the dropdown

Important: The template includes a link to the insurance provider’s login page by default so members can update their details easily. We recommend leaving the placeholders as they are to ensure the correct information is pulled into the message.

Setting the notification timing

Go to Home > Settings > Notifications
Select the 'Attendance' category from the left-hand menu
Configure the automated notification settings as required

For more information on managing your notifications, click here

Tip: We recommend setting the expired insurance notification to also post to the JoinIn timeline. This ensures parents using the JoinIn app receive a push notification, so the message isn’t missed in a busy inbox.